Executive Assistant to the Country Director at Oxfam

Requisition ID: 10489
Internal Job Grade: D1
Contract Type: 1 Year Fixed Term
Reporting to: Country Director 
Staff reporting to this post: None

Job Purpose

• To provide administrative and clerical support to the Country Director (CD) and handle any other official matters.
• The focus of the post is to maintain a high level of efficiency and professionalism in providing quality administrative, and clerical support to the Country Director in Nigeria.  
• This will involve working closely with the Country leadership team (CLT) to implement and maintain efficient administrative support systems to meet minimum standards required by the office of Oxfam CD.

Job Responsibilities
Management Support:

• Accountable to the Country Director for the receipt, management and delivery of information, correspondence, and organizational procedures related to the daily schedule and work of the Country Director
• To maintain a diary of the Country Director’s corporate invitations, appointments, meetings and follow up on agreed action points to colleagues
• Arrange travel plans, itineraries, and agendas; and compile documents for travel-related engagements.
• Ensure all needed information and data necessary for programmatic and management reporting are well tracked and recorded.
• Ensure lessons learned and best practices are documented.
• Track prioritize and follow up on incoming issues and concerns addressed to the Country Director.
• Support the Country Director to ensure high quality of outgoing information, products, processes, and documents; and guarantee that approval procedures are in compliance with set standards.
• Provide support in the analysis of project proposals, reports, and research documents that come to the office of the Country Director.
• Provide support to Country Director in areas of managing the increased and varied workload in association with the new strategic plan and program management.

Organisation:

• Plans, coordinates and ensures the CD's schedule is followed and respected.
• Works closely and effectively with the CD to inform of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Administer the effective personal filing systems of the CD’s office, ensure all resources are shelved accordingly both soft and hard with the system to enable easy access.
• Manage an extremely busy diary, organising meetings, arrange travels including visas and ensure that materials are ready for meetings
• Scheduling and organising the Country Director’s activities internally and externally, managing communication internally and externally as directed by the Country Director
• Assist in coordinating the agenda of senior management team meetings.
• Write and communicate minutes of the meeting where participation is required

Communication:

• Communicates efficiently either verbal or written with the Country leadership team, staff, and others, on matters related to CD’s task/initiatives/ programs
• Ensures that the CD’s personal documents are kept updated and responds to requests for materials regarding the CD and the organization in general as required
• Receive correspondence, edits, and create acknowledgement letters from the CD as appropriate
• Provides a bridge for smooth communication between the CD's office and internal departments; demonstrating credibility, trust and support.

Job Requirements / Person Specification
Essential:

• A minimum of a Bachelor's Degree, a Master's Degree in related courses is desirable, with 3-years post-qualification experience.
• Strong and proficient administrative skills, good time-management and organisational skills (Ability to maintain a realistic balance among multiple priorities)
• Good interpersonal skills for contacts (visitors, telephone)
• Clear ability to identify what needs to be done, to set priorities and achieve the desired results
• Fluent English and an excellent level of written and spoken English
• Be highly flexible with outstanding organisational skills, the ability to juggle the demands of the Country Director and Country leadership Team, to effectively respond to constantly changing demands.    
• Very strong interpersonal skills and the ability to build relationships with stakeholders
• Emotional maturity: Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
• Willingness and ability to travel domestically and internationally

Behavioural Attributes:

• Collaborative attitude
• Courage to take initiative
• Performance-driven
• Self-driven to achieve
• Self-motivated, self-starter with a hands-on approach.
• Entrepreneurial spirit
• Demonstrable ethical conduct
• Ability to work without direct supervision
• Information Seeking
• Organisational Awareness.

Organizational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.